PSG Forms Manager - Religious Ed Class Registration: How to create a stepped Religious Education Registration form with payment

How to create a Religious Education Registration form with payment

When creating a form for Religious Education Registration it's important to answer a few questions before you begin:

  1. Will this form be to register a single student, or multiple students at once?
  2. Will this form be for the registration for a single class or multiple classes?
  3. Will there be any special pricing for early registration?
  4. Do I want an email notification every time someone fills out this form?
  5. Do I want an email confirmation to go to any person who submits this form?
  6. Do I want my registrants to be able to pay only on the form, or also have the option to stop by the office with a check?
  7. Am I offering the option to pay in installments?
  8. Are there any special parental permissions to be obtained prior to the start of the Religious Education or Faith Formation year?  Are there additional release forms they need to sign?

Once you've answered these questions you can begin to build your form.

This article demonstrates how to create a Religious Education or Faith Formation Form with the following:

  • Multiple Classes
  • A specific number of spots available per class
  • Multiple Registrations
  • Different pricing levels
  • Email notifications to Admins
  • An email confirmation to Parents filling out the form
  • Option to pay on the form, stop by the office with a check or pay in installments
  • PDF release form for photos included

The Form

The form we are going to build through this article will be set up for multiple students, 6 classes, special permissions for the use of pictures taken, email notifications when someone registers (along with the information they filled out on the form), and the option for registrants to pay in the church office with a check, and installment options.

  1. Begin by following the instructions in the article, How to create a new form from scratch.
  2. Start by making a few changes in Form Properties like changing the form name and adding fields.
    Form_Properties_My_Form.png
    • In the Form Properties page's General Info tab, change the form's name and add a form description. Use the Form Description to give the Parishioners some instructions about the form.

      Here are some ideas for the Religious Education Registration Form for these fields.
      • Form Name: ParishSOFT Religious Education Registration 2020 - 2021
      • Form Description:
        • The grade level the student is entering and exiting
        • Emergency Contact Information
        • List of medication and allergies (food allergies included)
        • Students T-shirt size(s) for events and field trips
  3. Next, still in Form Properties, click the Submission tab to edit the options for the form submission. 
    • Notice that you can change the Submit Button text to something like Register for Classes.
    • You may enter an active date range. This will ensure that no one can continue to use the form past the end date when registration is closed.  
    • Update the Preferred Message that displays after the form is completed to include a message about the Religious Education program. For example, "You have successfully completed registration for the 2020 - 2021 Religious Education School Year."
  4. Once you've finished making changes, click the OK button at the bottom right of the Form Properties window, and you will be ready to add fields to the form.

Add a header image

  1. Click on the Add Header Image button. 
  2. Choose the photo you wish to use as your header. You can also upload your own photos to use by dragging them into the box.
    header_image.png

Split Form into Steps

  1. Select the "Split Form into Steps" button.
    split_form_into_steps_button.png
  2. Rename your first step "Parent/Guardian Information."
  3. You can add and rename more steps as needed.
    split_steps.png

Adding Parent/Guardian Form Fields

  1. First, before adding form fields, save the changes and publish the form. 
  2. To learn how to add fields for parent/guardian contact information when these individuals are not registering, see the article, How to add contact fields for the parents or guardians registering their students.
  3. To add a radio button to prompt for registration status at your organization, do this:
    • Click Radio Button(s) in the BASIC FIELD options at the right of your form.
    • Rename the Field: Are You a Registered Parishioner at St. Demo?
    • Go to the Options tab in the field properties and populate it with two Yes or No options.

Adding Emergency Contact Form Fields

  1. First, before adding form fields, save the changes and publish the form. 
  2.   Rename Step 2: Emergency Contact Information.
  3. Follow the previous steps to add your Emergency Contact information.emergency_contact_info.png

Adding a Field for Determining the Number of Students

  1. Click Radio Button(s) in the BASIC FIELD options.
  2. Rename the Field: How Many Students Are You Registering?
  3. Go to the Options tab in the field properties and populate it with three options of either 1 Student, 2 Students, or 3+ Students.

Adding Student Registration Fields

  1. To create a fieldset for students go to the Field Menu and click Person in the FIELD SET options.
    2019-06-14_14-10-23.jpg
  2. A new properties window will display where you may define the field set.
    • To ensure this field set counts towards the total registration number for the form, check the box Count Towards Total Registrations.
    • Allow this field set to be duplicated to allow multiple Registrations by checking the box, Can be Duplicated.
    • Update the field name so you can control how it displays on the form.
    • Edit the Duplicate Action Text so it reads, "Add another Student."
    • To allow multiple students to register but limit how many can register on one form, select 6 in the Total Allowed drop-down field. 
    • Click Ok.
      Add_Person_with_checkboxes_checked.png
  3. Your Field Set will now show as below.  You will need to drag fields into your form to gather the information you need for a student, just as you did for the parent information.
    2019-06-19_12-26-49.jpg
  4. Drag the Dropdown field from the Basic Fields section.  You can rename the field in General Info.
    2019-06-19_12-28-50.jpg
  5. Go to the Options tab in the field properties and populate it with either Male or Female and/or Other options if desired.
    2019-06-19_13-11-34.jpg
  6. Add the following field types for the Student Info section:
    • Date: Rename it "Birthdate" and use it to record the Student's Birthday.
    • Dropdown: Rename it "Last Grade Completed" to record the last grade the student attended before the RE school year.  Then, you may list all the previous grades your students may have attended under the options.
    • Radio Buttons: Rename this field "Does your child have any allergies or special considerations?"  and add options for "Yes" and "No."2019-06-19_13-28-41.jpg
  7. Add the Long Text field that will list any allergies the student has.  After dragging it into the student info section, add some conditions.  This field should only display if someone says "Yes" to the previous question about allergies or special considerations. The conditions should look something like this:2019-06-19_13-33-22.jpg

Adding Payment Fields for Classes

  1. Add a payment field so the form knows how much each student will be charged.  For this example, we will use a Base Amount field. Since we have 6 possible pricing options for this school year, add six payment fields.
    • Three for registered parishioner prices, three for un-registered parishioner prices,
    • Each one will need conditions so they only appear when a certain grade and registration status is selected on the student registration.
  2. Select your first field.
  3. Rename the Field: Tuition for 1 Student
  4. On the General Info tab, fill in your default amount for this field and select the corresponding Fund.Tuition_for_1_student.png
  5. Go to the Conditions tab in the field properties and populate it with options for these tuition types.Tuition_for_1_student_Conditions.png
  6. Repeat this process for all your remaining five Tuition choices.

Adding Choices for Classes

  1. Add a new step and rename it Class Choice.
  2. Click the Dropdown in the BASIC FIELD options.
  3. Rename the Field to the class name: In this case, Kindergarten.
  4. Go to the Options tab in the field properties and populate it with options for all your kindergarten class times.
  5. Go to the Conditions tab in the field properties and populate it with Options for all your Kindergarten class times.kindergarten_class_options.png
  6. Repeat this process for your remaining classes.
  1.  

Limiting Submissions to the Form

  1. Go back to Form Properties, then click the Submissions tab.
    Form_Properties_-_Submission_Tab__Generic_.png
  2. Enter the total number of students who can be registered for the school year (our classes are set for 175 students).  Leave the maximum number of submissions blank for the moment.
    submission.png

Enabling Scheduled Payments to the Form

  1. Next, go to the Payment tab and check the box to enable the Member Portal.Payment_-_Enable_member_portal.png
    Do the following in this section:
    • Check the box for Enable Member Portal (so that people can sign in to the form and use pre-saved payment methods)
    • Check the box for Enable Recurring Payments (so that people now have the option to set up two payments for the installment plan option). Also, mark 2 as the maximum number of payments allowed.
    • Check the box for Enable Convenience Fee so that we can have a donor covers fee option enabled for the transaction fees.  Set it to 3% of the total transaction to help offset the transaction processing cost.  Make this percentage required by checking the box labeled Required, but we can also uncheck that box at any time.
    • Scroll further to the Payment section to find the Accepted Payment Types area. Since each grade already has a "Pay Later" option on the form, leave that box unchecked, but ensure you check the box for ACH.
    • Choose which fund all the proceeds from this form are going to use in the dropdown for Total Amount Fund.2019-06-27_15-59-47.jpg

Adding Email Notifications for Admins and Parents

  1. Lastly, go to the Email section of Form Properties to add the email notifications for Admins and Parents.rel_ed_email.png
  2. Click Add Email to create the first notification.2019-06-27_16-06-58.jpg
  3. The first Notification will go to the Parents filling out the form, so add a field that will pull their email information from the form.  In this case, use the billing email field.
    Form_Properties_to_Billingemail.png
    To get the placeholder code, click on the placeholder you wish to use. Then, copy and paste it into the TO field for the notification. This is who the email will go to whenever someone registers on the form.
  4. Continue writing your email to the Religious Education parents using the placeholders to pull information from the form as needed.form_properties_email.png
  5. Once you finish the first notification, scroll down to the bottom of the Email section and click Add Email again.email_add_email.png
  6. This next email notification will go to the Parish Admin, specifically the head of Religious Education.
    email_ok.png
  7. Once you have entered all of the information for the new Notification, click OK at the bottom right of the screen.
  8. Lastly, go to the bottom right of the form and Save Changes. Choose to Publish to save the last changes on our form.

 

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